SCIS Cash Drawer Management Workflows and Tracking

This section includes workflow diagrams showing the workflow for sales associates opening and closing the cash drawer with Advanced Cash Drawer Management and without. Workflows for sales associates are slightly different depending on whether Advanced Cash Drawer Management is enabled for SCIS. This section also includes information about tracking opening and closing drawer transactions in NetSuite.

Workflows for Sales Associates

At the beginning of a shift, the sales associate receives a cash drawer. Before entering any sales transactions, the sales associate must enter an Initial Loan or Open Shift transaction to document the amount of cash in the drawer.

Opening a Shift with Advanced Cash Drawer Management

When Advanced Cash Drawer Management is enabled, after logging in to SCIS, the sales associate must enter the initial loan amount and then select a cash drawer.

Opening a Shift with Standard Cash Drawer Management

If Advanced Cash Drawer Management is not enabled, then the sales associate uses the Drawer Operations... option in the User Menu to open the Initial Loan dialog screen. Next, enter the total amount for each cash denomination in the cash drawer.

Closing a Shift with Advanced Cash Drawer Management

If Advanced Cash Drawer Management is enabled, the sales associate must select Close Shift from the User Menu (Drawer Operations... > Close Shift). Next, count the cash in the drawer, and then enter the amount of cash in the drawer. If the amount of cash in the drawer does not equal the expected amount, then the sales associate must enter a note to explain why. A Close Shift receipt is printed and then the sales associate is automatically logged out of SCIS.

Closing a Shift with Standard Cash Drawer Management

If Advanced Cash Drawer Management is not enabled, then the sales associate selects End of Day from the User menu to start the process. Next, the sales associate enters the amount of cash in the drawer.

Tracking Opening and Closing Drawer Transactions

SuiteCommerce InStore (SCIS) enables administrators and managers to track the cash transactions that happened during a shift. The custom transactions, SCIS Opening Drawer and SCIS Closing Drawer show a line for each cash denomination that moves from the safe to the cash drawer, and from the cash drawer back to the safe.

Opening Drawer

Typically, at the beginning of a shift, the sales associate receives cash in a drawer. If you use standard Cash Drawer Management capabilities, when the sales associate logs into SCIS, his or her Cash Drawer account is created automatically. If you use Advanced Cash Drawer Management, then an SCIS Shift record is created after the sales associate enters an Opening Shift transaction. In either case, the first task for a sales associate is to enter the opening drawer amount.

In NetSuite, the administrator can see the sales associate’s cash drawer account on transactions entered using standard Cash Drawer Management. With Advanced Cash Drawer Management, the shift is displayed on each cash sale transaction submitted. The administrator can also view or edit SCIS Opening Drawer transactions.

To view SCIS Opening Drawer transactions:

Go to Customization >Lists, Records & Fields > Transaction Types.
Find SCIS Opening Drawer in the list. Click List in that row.
Click View to view details of the SCIS Opening Drawer.

Each line in the list tracks the transfer of cash from the SCIS Store Safe Account to each sales associate’s cash drawer account. Note that only the last amount entered as part of the opening drawer is displayed in the list.

Closing Drawer

At the end of each shift, the sales associate uses SCIS to enter the amount of cash that is in his or her cash drawer. Whether you use standard Cash Drawer Management or Advanced Cash Drawer Management, this is tracked as an SCIS Closing Drawer transaction in NetSuite. After the sales associate submits the closing drawer transaction, they are automatically logged out of SCIS. An administrator can view or edit the SCIS Closing Drawer transaction in NetSuite.

To view SCIS Closing Drawer transactions:

Go to Customization > Lists, Records & Fields > Transaction Types.
Find SCIS Closing Drawer in the list. Click List in that row.
Click View to see details of the SCIS Closing Drawer transaction.

The Closing Drawer transaction tracks the transfer of cash from the sales associate’s cash drawer account or the register account back to the SCIS Store Safe Account. Note that only the last amount entered as part of the SCIS Closing Drawer transaction is displayed in the list.